Automate the full client journey from lead to onboarding

New leads, bookings, reminders, and onboarding steps are handled automatically from first contact to kickoff.

How the work actually flows

It branches. Every path runs; runs once per each upcoming call.

Pattern: Parallel Split (2) ยท Multiple Instances with a priori Design-Time Knowledge (13)

flowchart TD trig>"new lead form submitted"]:::trig s0["capture and record lead"]:::task s1["book a call"]:::task s2[["send reminder email"]]:::mi s3["process payment and onboard"]:::task s4["send welcome kit"]:::task trig --> s0 s0 --> s1 s2 --> s3 s3 --> s4 gx{"+ what happens after booking"}:::gate s1 --> gx p00["create calendar event"]:::task gx -->|"add to calendar"| p00 p10["email survey to client"]:::task gx -->|"send pre-call survey"| p10 p00 --> s2 p10 --> s2 out[/"client onboarded with welcome kit sent"/]:::out pay{{"no client step missed in the funnel"}}:::pay s4 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepRuns once per itemEvery pathResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Email AutomationMessaging & NotificationsSpreadsheet & Database OpsAPI & Webhook IntegrationSurvey & FeedbackScheduling & CalendarHR & Recruiting
Connects
AirtableNotionGmailGoogle CalendarSlack

The problem it solves

Between capturing new leads, booking calls, sending reminders, and onboarding new clients, you're juggling several tools and manual steps at every stage. Things get missed when you're busy, whether that's a forgotten reminder or a client who never got their welcome materials.

Who it fits

A service-based business managing clients through several stages, from first inquiry to onboarding.

How it works

  1. A new lead submits a form and is saved to your CRM and project tracker
  2. When a call is booked, it's added to your calendar and a pre-call survey is sent
  3. Each day, upcoming calls get an automatic 24-hour reminder email
  4. Once payment is received, the client is marked paid and an onboarding checklist is created
  5. A welcome kit is sent by email and message automatically
What you get

Client journeys nothing falls through the cracks on

Every lead moves smoothly from first inquiry through booking, reminders, and onboarding without you chasing steps.

What you get

A fully tracked client record from first inquiry through onboarding, with reminders and welcome materials sent automatically.

What you need

An Airtable account, a Notion account, a Gmail account, and a Google Calendar account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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